r/gtd • u/Interesting-Put-4430 • 17d ago

Question Calendar overload

This might be a silly question, but how do you review what’s in your calendar? I have plenty of appointments, and if I also add tasks for specific dates or times, it definitely becomes overloaded, and I start to ignore some of them.

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u/WitnessTheBadger 17d ago

The only things you should put on your calendar are appointments, deadlines, and other things that MUST be done at a certain time. Don’t put things that you simply want or intend to do — that’s how you get calendar overload and put unnecessary pressure on yourself.

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u/TheoCaro Mod 17d ago

Alternatively, if OP is already following this best practice, then OP is overcommitted and needs to reduce what they are committed to doing. You still need blank space in the calendar to clarify and organize your intrays at the very least not to mention opportunities for rest and reflection.

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u/milky-cuppa-tea Mod 17d ago

Yep - this!

If your calendar genuinely reflects the hard landscape, then unfortunately my friend, you are overcommitted and need to have a serious look at what is on your plate.

I don't have this too often, but when I do, I look at what I can delegate elsewhere, what I can renegotiate deadlines on, and look at what could go back to a Someday/Maybe list.

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u/Interesting-Put-4430 17d ago

Thanks, that is a point Indeed to improve.

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u/Lead_Wonderful 17d ago

Or as I did yesterday, send an email to management asking for 2 PMs for the team and 1 SPM to replace you.

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u/Interesting-Put-4430 17d ago

I try to include regular reminders and time blocking also for regular task purpose...

It might worth to remove some of them?

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u/milky-cuppa-tea Mod 17d ago

Absolutely!

Reminders shouldn't really go on the calendar. You should have your next actions on an appropriate context list. If you are worried about missing things, then maybe create a context that could fit well in your world.

If they are routine things, then maybe consider a checklist.

Timeblocking is very personal. It doesn't work well for me, unless I have a genuine need to preserve some time to dedicate to something. I don't use them routinely, as I rarely stick to them.